The purpose of this position is to provide administrative support to Community Pass and perform a variety of daily Administrative Clerical functions to the Department. 


Exempt (Y/N):  No

SALARY: [$27,500.00]

SHIFT: 9:00–4:00pm (flexible evenings/weekends)

DIVISION: Recreation 

LOCATION: 145 Front Street

DEPARTMENT: Recreation


SUPERVISOR: Superintendent of Recreation 


ESSENTIAL JOB FUNCTIONS including, but not limited to the following:  

  • Maintain the administrative functions of the Community Pass program
  • Set up every program for its correct season
  • Set up program groups for alternate pricing for each program/membership
  • Set rules and restrictions for each program/membership
  • Program the registration forms for all programs and registrations
  • Manage the team rosters for all sports
  • Maintain and update the waitlist for all programs
  • Field all calls concerning all registration problems internally and externally with Community Pass
  • Onsite training for all recreation staff with continued in service as needed
  • Primary contact for Community Pass (answers any questions the members may have on creating their accounts and registration)
  • Answer all emails regarding Community Pass/registration process
  • Send out mass messages (email blasts) to the community on events as well as scheduled practices, games upcoming registrations
  • Refunds/credits for memberships and sports programs/recreation center/pool memberships
  • Merge duplicate family accounts in Community Pass to avoid a family paying twice for same programs or having multiple memberships 
  • Run reports for all programs/membership (swim club, recreation center and Recreation) for registration totals and comparisons
  • Reconcile bank statements of online payments since the start of using Community Pass
  • Receive proof of residency and certain eligibility rules for individuals. 
  • Upload current code of conduct, legal and refund policy for all organizations 
  • Continue to update program membership eligibility for recreation center, swim club and recreation
  • Coordinates recreation sport uniform orders; get quotes for recreation uniforms and other materials needed for recreation; coordinates recreation summer orders
  • Approves proofs for screen printing on all uniforms
  • Prepares registration flyers for all recreation programs; works on summer brochure for recreation programs
  • Book summer camp trips
  • Enter requisitions for service contracts as well as any other recreation bills; update bid specs for recreation
  • Answer, screen and transfer inbound phone calls; handle requests for information and data
  • General clerical duties including photocopying, fax and mailing; maintain electronic and hard copy filing system; retrieve documents from filing system 
  • Resolve administrative problems and inquiries; prepare written responses to routine inquiries
  • Prepare and modify documents including correspondence, reports, drafts, memos and emails
  • Schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors 
  • Prepare agendas for meetings and prepare schedules 


QUALIFICATION REQUIREMENTS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  


High School diploma required or equivalent; some college a plus Minimum two years’ administrative clerical experience in a related area

Excellent verbal and written communications skills, able to disseminate information relating to the operations in a professional, concise and consistent manner. 

Strong customer service focus with strong interpersonal skills in dealing with the public sector.

Strong organization skills, accuracy and attention to details.

Experience in Microsoft Office applications including Word, Excel, PowerPoint and Access; knowledgeable in other database systems.


PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear.  The employee is occasionally required to stand and walk.  The employee must occasionally lift and /or move up to 10 pounds.  Specific vision abilities required by this job include close vision.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


WORK ENVIRONMENT:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  The noise level in the work environment is usually moderate.


NOTICE REQUIREMENT:  In accordance with certain agreements between the Town of Secaucus and various employee bargaining units, the above job promotional opportunity is hereby posted for a period of not less than five days prior to action by the Town of Secaucus to fill the vacancy.   Applications and/or resumes should be filed with Sandra Lopez, Director Human Resources no later than 4 PM, [Wednesday, May 10, 2017].


Date of Posting: [Thursday, May 4, 2017]